AIGO — AI Governance Operating Framework
AI Retirement Template
Version: 0.1 Status: Draft Working Name: AIGO Full Name: AI Governance Operating Framework Document Identifier:AIGO-TPL-015
Document Type: AI Retirement Template
Template Purpose: Controlled Planning, Approval, Execution, Verification, and Closure of AI System Retirement
1. Template Purpose
This template provides the controlled structure for planning, approving, executing, verifying, documenting, and closing the retirement of an AI system within the AIGO AI Governance Operating Framework. AI retirement should ensure that an AI system is removed from approved operation in a controlled manner while addressing:- business dependencies;
- affected stakeholders;
- active risks;
- residual risk;
- active controls;
- data;
- models;
- infrastructure;
- access;
- integrations;
- suppliers;
- contracts;
- monitoring;
- incidents;
- assurance;
- evidence;
- records;
- regulatory requirements;
- continuity;
- replacement systems;
- post-retirement obligations.
2. Retirement Instructions
Complete all applicable sections. Where information is unavailable, record: Pending — [reason] Where a field does not apply, record: Not Applicable — [reason] Use stable controlled identifiers wherever possible. Recommended identifiers include:- AI System ID;
- Retirement ID;
- Risk ID;
- Control ID;
- Approval ID;
- Change ID;
- Incident ID;
- Monitoring ID;
- Assurance ID;
- Evidence ID;
- Improvement ID;
- Closure ID.
3. Retirement Record
3.1 Identification
AI System ID: Retirement ID: Retirement Version: System Name: System Version: Retirement Owner: System Owner: Business Owner: Technical Owner: Risk Owner: Date Proposed: Planned Retirement Date: Actual Retirement Date:3.2 Retirement Status
Current Status:- Proposed
- Under Assessment
- Pending Approval
- Approved
- Planned
- In Progress
- Partially Completed
- Retired
- Retired with Conditions
- Closure Pending
- Closed
- Cancelled
- Deferred
4. Retirement Trigger
4.1 Trigger Type
Select applicable:- System No Longer Required
- Replacement System
- Obsolescence
- Excessive Risk
- Unacceptable Performance
- Strategic Decision
- Cost / Resource Decision
- Regulatory Requirement
- Security Concern
- Privacy Concern
- Incident
- Control Failure
- Supplier Termination
- Contract Expiry
- Technology End-of-Life
- Business Process Change
- Other
4.2 Trigger Reference
Reference ID:4.3 Trigger Description
Describe why retirement is being proposed:5. Retirement Rationale
5.1 Business Rationale
Business Reason:5.2 Governance Rationale
Governance Reason:5.3 Risk Rationale
Risk Reason:5.4 Technical Rationale
Technical Reason:5.5 Overall Rationale
Overall Retirement Rationale:6. AI System Context
6.1 System Information
Current AI Classification: Current Risk Level: Current Lifecycle Stage: Current Approval Status: Current Operational Status:6.2 Intended Purpose
Approved Intended Purpose:6.3 Current Use
Current Operational Use:6.4 Current Users
Current User Groups:6.5 Affected Persons
Potentially Affected Persons:7. Retirement Scope
7.1 System Components in Scope
- Model
- Model Versions
- Data Pipelines
- Applications
- APIs
- Infrastructure
- Interfaces
- User Interfaces
- Monitoring
- Controls
- Documentation
- Supplier Services
- Contracts
- Other
7.2 Geographic Scope
Countries / Regions / Jurisdictions:7.3 Organizational Scope
Business Units / Functions:7.4 Environment Scope
- Development
- Test
- Staging
- Production
- Backup
- Disaster Recovery
- Other
7.5 Exclusions
Excluded Components / Activities: Exclusion Rationale:8. Retirement Classification
8.1 Retirement Complexity
Complexity:- Low
- Medium
- High
- Critical
8.2 Retirement Impact
Potential Retirement Impact:- Low
- Medium
- High
- Critical
8.3 Business Continuity Significance
Continuity Significance:- Low
- Medium
- High
- Critical
9. Stakeholder and Affected-Person Assessment
9.1 Stakeholders
9.2 Affected Persons
Potentially Affected Persons:9.3 Stakeholder Communication
Communication Requirements:9.4 Stakeholder Evidence
Evidence IDs:10. Replacement and Transition
10.1 Replacement System
Replacement System Exists: Replacement AI System ID / Reference:10.2 Replacement Status
Status:- None
- Planned
- In Development
- Testing
- Approved
- Operational
- Fully Operational
10.3 Transition Strategy
Transition Strategy:10.4 Parallel Operation
Parallel Operation Required: Duration:10.5 Transition Risks
Risks:11. Business Continuity and Operational Transition
11.1 Continuity Plan
Continuity Plan Reference:11.2 Alternative Process
Alternative / Manual Process:11.3 Service Continuity
Continuity Requirement:11.4 Transition Readiness
Transition Readiness:- Ready
- Ready with Conditions
- Not Ready
12. Risk Assessment
12.1 Retirement Risk Assessment
Risk Assessment ID: Assessment Date: Risk Owner:12.2 Retirement Risks
Potential risks include:- business disruption;
- data loss;
- unauthorized continued operation;
- incomplete shutdown;
- security exposure;
- privacy exposure;
- orphaned infrastructure;
- dependency failure;
- supplier termination issue;
- contractual issue;
- residual risk;
- records loss;
- stakeholder harm.
12.3 Risk Register
13. Residual Risk Before Retirement
13.1 Current Residual Risk
Current Residual Risk:13.2 Risk Closure Requirements
Requirements for Closing AI-System Risk:13.3 Post-Retirement Residual Risk
Expected Residual Risk After Retirement:13.4 Risk Acceptance
Risk Acceptance Required: Risk Acceptance ID:14. Control Review
14.1 Controls Affected by Retirement
14.2 Controls to Be Retired
Controls to Be Retired:14.3 Controls to Be Transferred
Controls to Be Transferred:14.4 Controls to Remain Active
Controls Remaining After Retirement:14.5 Control Closure Evidence
Evidence IDs:15. Monitoring Closure
15.1 Monitoring Plan
Monitoring Plan ID:15.2 Monitoring Shutdown
Monitoring Activities to Be Stopped:15.3 Monitoring Transfer
Monitoring Activities to Be Transferred:15.4 Final Monitoring Review
Final Monitoring Review Date: Result:15.5 Monitoring Closure Evidence
Evidence IDs:16. Incident Closure Review
16.1 Open Incidents
16.2 Incident Closure Requirement
Can the system be retired while incidents remain open? Conditions:16.3 Post-Retirement Incident Handling
Requirements:17. Assurance Review
17.1 Assurance Requirement
Assurance Required:17.2 Assurance Record
Assurance ID: Assurance Owner:17.3 Assurance Scope
Assess, as appropriate:- retirement readiness;
- risk closure;
- control closure;
- data handling;
- access removal;
- evidence preservation;
- supplier termination;
- continuity;
- final validation.
17.4 Assurance Result
Result:- Effective
- Effective with Conditions
- Partially Effective
- Ineffective
- Not Required
18. Data Retirement and Disposition
18.1 Data Categories
Data Associated with System:18.2 Data Disposition
Select applicable:- Retain
- Archive
- Transfer
- Anonymize
- Delete
- Destroy
- Other
18.3 Data Retention Requirements
Requirements:18.4 Data Transfer
Data Transferred to:18.5 Data Deletion
Deletion Requirement: Deletion Method:18.6 Data Verification
Verification Method: Evidence ID:19. Model and Technical Asset Disposition
19.1 Model Disposition
Model Disposition:- Retain
- Archive
- Transfer
- Delete
- Destroy
- Other
19.2 Model Archive
Archive Location: Retention Requirement:19.3 Technical Components
19.4 Infrastructure Shutdown
Infrastructure Shutdown Requirements:19.5 Configuration / Secret Removal
Configuration / Credentials / Secrets Removed: Verification:20. Access Removal
20.1 Access Types
Assess:- user access;
- service accounts;
- API keys;
- privileged accounts;
- machine identities;
- certificates;
- credentials;
- supplier access.
20.2 Access Removal Record
20.3 Access Verification
Verification Result:21. Integration and Dependency Closure
21.1 Integrations
21.2 Dependency Closure
Dependencies to Remove: Dependencies to Transfer:21.3 Orphaned Dependency Check
Orphaned Services / Components Check: Result:22. Third-Party and Supplier Closure
22.1 Suppliers
22.2 Contractual Requirements
Termination / Transition Requirements:22.3 Supplier Notifications
Notifications Required:22.4 Supplier Evidence
Evidence IDs:23. Security Closure
23.1 Security Review
Security Assessment ID: Final Status:23.2 Security Closure Activities
- revoke access;
- remove credentials;
- close endpoints;
- remove exposed services;
- archive required logs;
- remove infrastructure;
- validate closure.
23.3 Security Verification
Verification Result: Evidence ID:24. Privacy Closure
24.1 Privacy Review
Privacy Assessment ID: Final Status:24.2 Privacy Closure Activities
- data disposition;
- retention verification;
- access removal;
- privacy record updates;
- required notifications.
24.3 Privacy Verification
Result: Evidence ID:25. Regulatory and Records Requirements
25.1 Applicable Requirements
25.2 Records to Retain
Required Records:25.3 Evidence Retention
Evidence Retention Period:25.4 Regulatory Notifications
Notifications Required:26. Documentation Updates
26.1 Documents to Update
Potential documents include:- AI inventory;
- AI System Profile;
- risk register;
- control register;
- monitoring register;
- approval register;
- supplier register;
- architecture documentation;
- procedures;
- governance reports.
26.2 Documentation Evidence
Evidence IDs:27. Retirement Change Management
27.1 Change Required
Formal Change Record Required:27.2 Change Record
Change ID:27.3 Change Classification
Change Classification:27.4 Change Approval
Approval Status:27.5 Change Closure
Closure Status:28. Retirement Approval
28.1 Required Reviews
28.2 Approval Authority
Retirement Approval Authority: Authority Basis:28.3 Decision
Decision:- Approved
- Approved with Conditions
- Deferred
- Rejected
- Cancelled
29. Retirement Execution Plan
29.1 Execution Sequence
29.2 Execution Activities
30. Retirement Readiness
30.1 Readiness Status
Retirement Readiness:- Ready
- Ready with Conditions
- Not Ready
30.2 Readiness Conditions
Conditions:30.3 Readiness Checklist
- Retirement approved
- Risks assessed
- Open incidents reviewed
- Controls reviewed
- Replacement / continuity ready
- Stakeholders identified
- Communications prepared
- Data disposition approved
- Access-removal plan ready
- Monitoring closure planned
- Technical shutdown planned
- Supplier closure planned
- Security review completed
- Privacy review completed
- Evidence-retention requirements identified
- Final validation planned
31. Retirement Execution
31.1 Actual Activities
Activities Completed:31.2 Execution Issues
Issues / Deviations:31.3 Deviation Management
Deviation Action: Approval / Escalation:32. Retirement Verification
32.1 Verification Objective
Objective:32.2 Verification Scope
Scope:32.3 Verification Tests
32.4 Verification Conclusion
Conclusion:33. Post-Retirement Risk Review
33.1 Residual Risk
Residual Risk After Retirement:33.2 Outstanding Risks
33.3 Risk Closure
Risk Closure Status:- Closed
- Transferred
- Reduced
- Accepted
- Still Open
- Requires Further Action
34. Post-Retirement Monitoring
34.1 Monitoring Required
Post-Retirement Monitoring Required:34.2 Monitoring Scope
Scope:34.3 Duration
Duration:34.4 Exit Criteria
Exit Criteria:35. Post-Retirement Incident Handling
35.1 Residual Incident Risk
Potential Post-Retirement Incidents:35.2 Incident Owner
Owner:35.3 Post-Retirement Incident Process
Process:36. Lessons Learned
36.1 Retirement Lessons
Lessons Learned:36.2 Governance Lessons
Governance Lessons:36.3 Technical Lessons
Technical Lessons:36.4 Process Lessons
Process Lessons:37. Continual Improvement
37.1 Improvement Opportunities
Improvement Opportunities Identified:37.2 Improvement Actions
37.3 Standardization Opportunities
Practices That Should Be Standardized:38. Final Retirement Confirmation
38.1 Retirement Status
Final Status:- Retired
- Retired with Conditions
- Retirement Incomplete
- Retirement Cancelled
38.2 Effective Retirement Date
Date:38.3 Retirement Scope Confirmation
Confirmation:38.4 Operational Status
AI System No Longer Approved for Operational Use:38.5 Registration Status
AI Inventory Updated:38.6 Governance Status
Governance Records Updated:39. Retirement Evidence
39.1 Evidence Repository
Retirement Evidence Repository: Evidence Owner:39.2 Evidence Register
39.3 Evidence Completeness
Evidence Status:- Complete
- Substantially Complete
- Partially Complete
- Incomplete
39.4 Evidence Retention
Retention Requirement: Retention Owner: Disposition Requirement:40. Retirement Traceability
The retirement record should maintain links to relevant AIGO records.41. Retirement Traceability Model
42. Retirement Closure
42.1 Closure Criteria
The retirement should not be closed until applicable criteria have been satisfied.- Retirement approved
- Transition completed
- Business continuity addressed
- Stakeholders informed
- Access removed
- Credentials removed
- Integrations closed
- Infrastructure retired
- Model disposition completed
- Data disposition completed
- Monitoring closed or transferred
- Controls closed / transferred
- Suppliers closed / transitioned
- Security verified
- Privacy verified
- Open incidents addressed
- Risks addressed
- Evidence retained
- Documentation updated
- Final verification completed
- Lessons learned recorded
- Improvement actions recorded
- AI inventory updated
- Retirement authority confirmed
43. Closure Decision
43.1 Closure Status
Status:- Closed
- Closed with Conditions
- Deferred
- Reopened
- Cancelled
43.2 Closure Rationale
Rationale:43.3 Closure Authority
Closure Authority: Closure Date: Closure Record ID:44. Post-Retirement Review
44.1 Review Required
Post-Retirement Review Required:44.2 Review Date
Date:44.3 Review Owner
Owner:44.4 Review Outcome
Outcome:44.5 Additional Actions
Actions:45. Retirement Review and Approval
45.1 Prepared By
Name: Role: Date:45.2 Reviewed By
Name: Role: Date:45.3 Approved By
Name: Role: Date:45.4 Final Decision
Decision:- Retired
- Retired with Conditions
- Returned for Remediation
- Deferred
- Cancelled
46. Retirement Review Schedule
46.1 Follow-Up Review
Review Frequency: Next Review Date: Review Owner:46.2 Triggered Review
Additional review should be considered after:- post-retirement incidents;
- evidence gaps;
- residual-risk changes;
- incomplete data disposition;
- unexpected system operation;
- supplier disputes;
- regulatory requirements;
- stakeholder complaints.
47. Retirement Change History
48. Retirement Completion Checklist
- Retirement ID assigned
- AI System ID identified
- Retirement trigger documented
- Retirement rationale documented
- Retirement scope defined
- Business impact assessed
- Stakeholders identified
- Affected persons assessed
- Replacement / transition assessed
- Business continuity addressed
- Retirement risks assessed
- Residual risk assessed
- Controls reviewed
- Monitoring reviewed
- Open incidents reviewed
- Assurance requirements assessed
- Data disposition planned
- Model disposition planned
- Technical asset disposition planned
- Access removal planned
- Integration closure planned
- Supplier closure planned
- Security closure planned
- Privacy closure planned
- Regulatory and records requirements reviewed
- Documentation updates identified
- Change-management requirements addressed
- Retirement approval obtained
- Retirement readiness verified
- Retirement executed
- Verification completed
- Residual risk reviewed
- Post-retirement monitoring established where required
- Lessons learned recorded
- Improvement actions recorded
- Final retirement status recorded
- AI inventory updated
- Evidence retained
- Closure approved
- Related AIGO records linked
49. Template Usage Instructions
This template should be completed according to the organization’s approved AIGO AI Retirement Procedure. Retirement should be treated as a controlled lifecycle activity. Retirement should address both technical and governance closure. The organization should verify that:- the system is no longer operating without authorization;
- access has been removed;
- dependencies have been addressed;
- required data has been retained, transferred, anonymized, or deleted appropriately;
- model and infrastructure assets have been appropriately handled;
- active risks have been closed, transferred, reduced, or otherwise addressed;
- required evidence has been retained;
- regulatory and contractual requirements have been considered;
- monitoring has been stopped or transferred appropriately;
- the AI inventory and governance records are updated.
50. Template Governance
50.1 Template Owner
Template Owner:50.2 Template Review
Review Frequency: Next Review Date:50.3 Template Change Control
Changes to this template should be managed through the applicable AIGO document and change-management process. Material changes should consider their effect on:- AI Retirement Procedure;
- AI System Registration;
- AI System Profile;
- Classification;
- Risk Assessment;
- Control Assessment;
- Approval;
- Monitoring;
- Incident Management;
- Change Management;
- Assurance;
- Risk Acceptance;
- Continuous Improvement;
- schemas;
- mappings;
- tools.
51. Document Control
52. Template Status
Document: AIGO — AI Retirement Template Version: 0.1 Status: Draft Working Name: AIGO Full Name: AI Governance Operating Framework Document Identifier:AIGO-TPL-015
Document Type: AI Retirement Template
This template provides the controlled structure for planning, approving, executing, verifying, documenting, and closing AI-system retirement throughout the AIGO AI Governance Operating Framework.
53. End of Template
AIGO — AI Retirement Template Document ID:AIGO-TPL-015
Version: 0.1
Status: Draft
End of Template